Capture - Setting the Scene for ECM

Input/Capture
Document capture and data capture are not the same thing. Document capture is the conversion of a paper document into an electronic image of that document. Data capture extracts data from a business form.

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What kind of documents?

The document type to be scanned will determine what kinds of scanners are needed - photos or glossy items, colour documents and/or documents on coloured paper, high-lighted documents, hand written correspondence, etc. will need extra handling to ingest. Documents such as invoices, cheques, claims, applications, or forms are similar, allowing the scanning speed to be optimised and are generally higher volume. You will also need to determine for each type of document: size, single or double-sided, colour or not, average number of pages, quality, and volumes (by day, week, or month and if there are seasonal or businessrelated variations).

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The Conversion Process

Capture
Documents can be captured by: Scanning Importing electronic documents (word files, video, spreadsheets, etc.) for sharing or archiving Converting existing electronic documents into unalterable images

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Document Preparation
Paper documents have to be manually prepared for scanning: repair torn pages, sort documents, remove sticky notes (or tack down so they can be scanned too), paper clips, and staples, etc. Time-consuming and too often underestimated. Poor document prep will also slow down document throughput.

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Scanning
The transformation of paper documents into an electronic image. Can also mean the digitising of microfilm. Electronic images can also be captured by: Fax - software can read from the fax server. Be aware that image quality will be lower, which may negatively affect recognition accuracy Multi-function Device (or Peripheral) - Networkconnected MFDs can suffice for low-volume imaging needs. Camera phone - Higher-resolution cameras in mobile phones, and software designed to work on a mobile phone, allow the capture and conversion of documents on the go - whether a conference whiteboard or a restaurant menu. T ype of Scanner Document throughput in the real world will be slower than the scanners rated speed. Plan accordingly. Scanner Categories: Workgroup: 10 - 25 ppm Departmental: 26 - 40 ppm Mid-volume production: 40 - 120 ppm Production: 120 plus Large format: for over-sized documents and engineering drawings Cheque scanners: Will read the account number on a cheque, speeding processing. Microfilm: for digitising film-based documents

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Document Imaging
Document images can be saved as one of a number of file formats, including: TIFF (Tagged Image File Format) - Generally used for monochrome office documents. Can be compressed. ISO standard. Multiple types of TIFF. JPEG - Often used for colour documents.Also a compression method. ISO standard. Multiple types of JPEG. PDF - De facto standard. Replica of document. With OCR text, can be full-text indexed and searchable. PDF/E - Recent standard for large format and multi-layer engineering drawings. GIF (Graphics Interchange Format) - Exchange and display for high-quality/resolution graphics.

Forms Processing
When forms are scanned, either the data or the entire form, can be captured - depending on your business requirements. Data captured from a form can be entered seamlessly into the appropriate database and can be linked to other enterprise applications such as ERP.

Recognition
Recognition is valuable for indexing each image. OCR (optical character recognition): recognises machine-printed characters Zonal: used where only specific fields on a form are required Full-text: free form document conversion allowing search on all words in the document ICR (intelligent character recognition): for hand-printed characters OMR: (optical mark recognition): recognises check boxes, filled-in bubbles, etc. Bar codes: read and extract information from a pre-printed bar code

Indexing and / or data extraction

Indexing is NOT optional.There is no other way to find and manage documents. 1. Key from index fields (document type, date, customer name, etc.) - a data entry person manually indexes documents 2. Barcodes allow auto-indexing. By storing form information on a bar code before scanning a batch of documents, certain index values can be automatically populated. 3. Zone OCR - also automatic 4. Ingest from other applications - email, word processing, etc. (Metadata for the document, i.e., subject line, sender, etc., become the index fields.) The index can be either key fields or full text.A combination is generally best.

Output
After going through the capture process, electronic content is released to:

Quality Control/Assurance
Electronic images must be double-checked. In key-from-image, data can be validated by a second operator or via automated processes like database look-ups. Bad images are flagged and rescanned.

Storage Document filing/management system Records management/Retention plan Print Email Workflow/Business Process: a customer claim could launch an insurance business process, for example Enterprise Content Management: access and collaboration across the enterprise.

Image Clean-up
Many products include image-enhancement features to increase the quality of the scanned documents - de-skew, de-speckle, crop, rotate, and/or blank page and double feed detection, etc.This step can be performed by software or an image processing board in the scanner.

Hardware Scanning Trends

Constantly improving hardware has expanded scanning to the desktop and made production level scanning simpler. Many scanners now include improved ease of use in their design, clear user control panels, one button scan-to functionality, network capability, and improved document viewing functionality.

Legal Acceptance
It is anticipated that increased attention will be given to Information Management.There are three key reviews that should be undertaken which are requirements when developing your Compliance Framework: Data Protection Act ISO17799 Information Security BIT0008 Code of Practice for Legal Admissibility of Information Stored Electronically Duplicate copies can be admitted into evidence if they accurately reproduce the original.

In-House versus Outsource

Deciding to do the scanning yourself or to outsource is a complex decision. Some things to consider: Type of conversion: Will you backfile (scan all existing documents), day forward (scan only documents from day X on), or scan on demand (convert documents as they are retrieved in the normal course of business). Each type of conversion differs in scale. Evaluate your internal IT resources and budget versus what you want to accomplish. Onsite or Offsite?: Depending on your security needs and the privacy requirements of your documents, it may be best to do the

conversion in house or have an outsource provider perform the conversion onsite. Will the paper originals be destroyed or stored (or returned to you)? Will the provider also host the documents or return them to you, either electronically or via storage media? Is in-house expertise required to handle exceptions and quality assurance?

Distributed Capture
The internet, greater bandwidth, and smaller, less expensive scanners (and MFDs) enable paper to be inserted into the business process at the point of creation. Rather than collecting and shipping documents to a central location, those documents can be scanned on the same day. Document scanning stations can be as common and accessible as photo copiers.

Digital Postroom
Some companies scan and index all incoming mail for digital distribution within the organisation.This could be normal correspondence, orders, shipping documents, invoices or complaints. Pre-scanning preparation costs can be considerably reduced using specialist high-volume scanners with inbuilt envelope handling.The digital mail may then be routed manually or automatically. Digital Postroom may help you save manual distribution cost, improve efficiency and provide an electronic audit trail of received and processed mail.

Labour
Labour is the highest ongoing cost in any document scanning implementation, most estimate 80%. Document preparation prior to scanning is likely to be the biggest element of this, followed by indexing. Improved OCR, use of barcodes, distributed capture, capturing faxes anything that streamlines the scanning process will keep labour costs in check.

Bar codes
Used to pre-populate the form type in a batch of documents. Properly used, bar codes can greatly speed large-volume production scanning of forms and other documents.

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Adobe Systems Europe Limited
Anacomp Limited
Rosa Mulberry Business Park Fishponds Road Wokingham Berkshire RG41 2GY Contact: Simon Stammers, Sales Director Email: sstammers@anacomp.co.uk Tel: +44 (0)118 936 1600 Fax: +44 (0)118 977 3890 Anacomp docHarbor offers a range of document-based services; docHarbor Online, featuring a robust and flexible storage solution for managing information in todays web-enabled enterprise.. docHarbor Desktop, provides secure access to information via local systems or portable media. docHarbor Archive, offers long term information retention using digital and analogue media. docHarbor Capture, transforming paper and microfilm into digital format for delivery and archive. www.anacomp.co.uk CYGNET ECM 40 Craven Street WC2N 5NG London Contact: Redmond Schley Email: Redmond@cygnet-ecm.com Tel: +44 (0)207 389 0521 CYGNET ECM is a tool. Good organisations use many tools to enhance their products and services. CYGNET embraces the way you do business today and releases your in-house knowledge, expertise and experience to drive your business forward. CYGNET ECM combines your best operational functions, with optimum use of modern technology and unbeatable price to give you the top Enterprise Content Management system available. CYGNET ECM is a complete online Document and File management system with fileplan, versioning, authoring, metadata, workflow, auditing, and secure multilevel access. Manage, control and store E-mails in their native format without having to change existing E-mail programs. And much more! www.cygnet-ecm.com 3 Roundwood Ave Stockley Park Uxbridge UB11 1AY

Platinum sponsor profiles

EMC Captiva
Hanover House Cross Lanes Guildford Surrey GU1 1UG Contact: Sales Department Email: info-uk@captivasoftware.com Tel: +44 (0) 1483 460 500 Fax: +44 (0) 1483 460 600 EMC Captiva is the leading global provider of input management solutions used to transform information from paper, fax and electronic sources into business-ready electronic content suitable for processing by content management, enterprise resource planning, customer relationship management and other information management systems. Captivas suite of input management solutions meets the needs of organisations large and small and can readily scale from one department to a global enterprise. The comprehensive Captiva input management solution suite includes document capture, forms processing, invoice processing, intelligent document recognition and classification, distributed capture, imaging solutions, applications monitoring and premium services. www.emc.com/captiva Contact: Andrew Robinson - Regional Sales Operations and Inside Sales Manager Email: uk-direct@adobe.com Tel: + 44 (0) 208 606 1225 Fax: + 44 (0)208 606 4004 With a reputation for excellence and a highly respected portfolio, Adobe is not only a leading desktop software company, but also offers an enterprise solution platform. Today with the combined Adobe PDF and Flash technologies, Adobe have a complete set of solutions to greatly enhance how people create, manage, deliver and engage with information. Every day, more people need to interact with data stored in enterprise applications and adapting existing systems to meet demand can be timeconsuming, expensive, and risky. Adobe solutions provide a fast and cost-effective way to securely share enterprise data with people inside and outside the firewall. By combining the business logic of XML with the visual fidelity, security, and reliability of Adobe PDF, Adobe makes it easy for organisations to convert static documents into electronic ones which can be integrated into existing enterprise applications and business processes. Ultimately, this helps streamline information exchange - which is often manual - among employees, suppliers, customers, and constituents; increase operational efficiencies; reduce costs; and meet compliance mandates. The Flash Platform is a lightweight, cross-platform runtime that can be used not just for rich media, but also for enterprise applications, communications, and mobile applications. Organisations are able to design, author, and deliver interactive content rich with video, graphics, and animation for a truly unique and engaging experience. www.adobe.co.uk

Fujitsu Europe Limited

eCopy
8 The Square Stockley Park Uxbridge UB11 1FW Contact: Justin Bailey, Regional Sales Manager, UK & Ireland Email: jbailey@ecopy.com Tel: +44 (0) 208 610 6020 eCopy lets any office worker use a copier to convert paper-based information into secure digital documents that can be easily added to any electronic workflow. eCopy software provides a standard document capture operating platform across copier brands, so organisations can use the same procedures at any of their networked copiers. www.ecopy.com Epson Europe 150, rue Victor Hugo 92305 Levallois-Perret France Contact: Patrick Perrot - Product Manager Business Scanners and LP Solutions Tel: +33 (0)1 4087 3845 Fax: +33 (0)1 4087 6720 Email: p.perrot@epson-europe.com Epson is a global leader for imaging products with a reputation for quality, reliability and value. Discover the innovative Epson technologies optimized in our workgroup and departmental scanners. Designed to offer highest image quality, compatibility and easy integration to any imaging application, Epson business scanners greatly enhance your productivity. www.epson-europe.com Hayes Park Central Hayes End Road Hayes Middlesex UB4 8FE Contact: Andrew Cowling, Marketing Manager Email: marketing@uk.fujitsu.com Tel: +44 (0) 208 573 4444 Fax +44 (0) 208 606 4440 Established in the UK in 1981, Fujitsu Europe Limited is a wholly owned subsidiary of Fujitsu Limited, the global electronics giant. A well established player in the UK peripherals market Fujitsu Europe are a major manufacturer of a range of scanner, computer storage and security products. As market leaders Fujitsu Europe offers the most comprehensive range of document scanners on the market today and all our scanners are manufactured to the highest quality standard, this along with superb technical innovation, fast speeds , reliable feeding and enhanced image capture offer users a wide range of solutions for their document capture requirements.

Informed Imaging
Chiltern Court St Peters Avenue Caversham Heights Reading RG4 7DH Contact: Ken Boulby, Sales and Marketing Director Email: kenboulby@informedimaging.com Tel: +44 (0) 700 2000 444 Fax: +44 (0) 118 946 1024 Informed Imaging specialises in converting information on paper into useful data as quickly, accurately, and cost-effectively as possible, using intelligent document and data capture to improve your business processes. Our solutions have enabled organisations to reduce manual data entry by up to 90%, saving hundreds of thousands of pounds per year. We have also helped local councils and blue chip clients to automate parts of their finance function to significantly cut costs and greatly improve operational processes. Today, data capture is an important part of the overall document life-cycle. Thats why Informed Imaging ensures that our capture solutions can be easily integrated with your chosen document management system, workflow tools, and accounting packages. www.informedimaging.com

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Kofax Image Products

s.a.x. Limited s.a.x. House 3 Jenner Road Crawley RH10 9GA Contact: Ren Kerfante, Managing Director Email: rene.kerfante@sax.ltd.uk Tel: +44 (0)870 777 6496 Fax: +44 (0)870 777 6497 NSi is the leading provider of content capture solutions. NSi AutoStore captures documents from any MFP, digital copier, PC scanner or desktop application, processing them using advance OCR, and forms recognition, securely saving the content in business applications and databases. s.a.x.Ltd is the Distributor of NSi AutoStore in the UK www.sax.ltd.uk

ReadSoft Ltd
Platinum House North Second Street Central Milton Keynes Buckinghamshire MK9 1BZ Contact: Stuart Neale Email: info-uk@readsoft.com Tel: +44 (0) 1908 688 000 Fax: +44 (0) 1908 688 099 ReadSoft is a leading provider of Document Automation solutions. ReadSoft DOCUMENTS provides large organisations with an integrated, strategic ECM platform that not only enables, but drives ECM initiatives, managing information from the point of entry. Our solution takes the automated capture, classification, indexing and routing of content (documents and electronic media) to completely new levels. This enables enterprises to achieve: increased efficiency, significant cost savings, and enhanced regulatory compliance. ReadSoft DOCUMENTS extensive functionality allows organisations to simplify their ECM architectures. Furthermore, it reduces or eliminates complex workflow processes by automatically routing the right information to the right people at the right time. www.readsoft.co.uk

TIS UK
8 The Square Stockley Park Uxbridge UB11 1FW Contact: Simon Maguire, General Manager Email: Simon@TopImageSystems.com Tel: +44 (0)208 610 6034 Fax: +44 (0)208 610 6084 Top Image Systems Ltd. (TIS) provides automated mailroom, document capture, invoice and purchase orders processing solutions for the most efficient flow of information. TISs eFLOW Platform, provides customers with a single end-to-end solution to capture, classify, process, validate and deliver critical information from multiple sources to any ERP or CRM via a single platform. www.topimagesystems.com

Unit 2 Kings House Greystoke Business Park Portishead Bristol BS20 6PY Contact: Scott Passmore, Sales Support Specialist Email: scott_passmore@kofax-emea.com Tel: +44 (0) 8700 668 315 Kofax, a division of DICOM Group plc, is the worlds leading provider of information capture software. Kofax products enable the automation of business processes by collecting paper documents, forms and e-documents from throughout organisations, transforming them into retrievable information and delivering it all into line-of-business applications, databases and archives. Kofax Ascent platform is the most popular information capture application worldwide, and its VirtualReScan (VRS) product is the de facto standard for scanning productivity. The companys products are widely used in finance, government, insurance, healthcare, and a broad range of companies and agencies that must capture critical business information from paper and electronic documents and forms. With more than 15,000 installations and 12,000 certified reselling partners (CSPs), Kofax has the worlds largest capture install base and certified reseller channel. www.kofax.com

About AIIM - The ECM Association

AIIM is the international authority on Enterprise Content Management (ECM), the technologies used to capture, manage, store, preserve, and deliver content and documents related to organisational processes. ECM tools and technologies provide solutions to help users with the four Cs of business: Continuity, Collaboration, Compliance, and Costs. For over 60 years,AIIM has been the leading non-profit organisation focused on helping users to understand the challenges associated with managing documents, content, records, and business processes.Today, AIIM is international in scope, independent, implementation-focused, and, as the representative of the entire ECM industry - including users, suppliers, and the channel - acts as the industrys intermediary. As a neutral and unbiased source of information,AIIM serves the needs of its members and the industry by providing educational opportunities, professional development, reference and knowledge resources, networking events, and industry advocacy. Information about AIIM can be found at www.aiim.org.uk (UK) or www.aiim.org (USA)

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AIIM ECM Certificate Programme

4-day ECM Master Class 19th - 22nd February 2007 High Wycombe Visit: www.aiim.org.uk/education

ERM Certificate Programme

The Electronic Records Management (ERM) Certificate Programme explores records management in relation to business needs both in public and private sector, embracing all records, but with a particular emphasis on electronic records. Both the ERM and ECM Certificate Programmes consist of three training modules Strategic, Practitioner and Specialist, or a 4 day Master Class covering all elements of the 3 individual modules. Some of the courses are available exclusively as highly interactive classroom training days, while others may be taken as online web modules.

ECM Certificate Programme

The Enterprise Content Management (ECM) Certificate Programme covers the strategies, tools, and technologies used to capture, manage, store, preserve, and deliver information in support of business processes. Both the ERM and ECM Certificate Programmes consist of three training modules Strategic, Practitioner and Specialist, or a 4 day Master Class covering all elements of the 3 individual modules. Some of the courses are available exclusively as highly interactive classroom training days, while others may be taken as online web modules.

AIIM ERM Certificate Programme

4-day ERM Master Class 5th - 8th March 2007 Warwick Visit: www.aiim.org.uk/education

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AIIM ECM Champions Workshop

AIIM provides:
Market Education - AIIM provides unbiased information through the AIIM Roadshow (held throughout the UK); InfoIreland (held in Dublin); AIIM Webinars and AIIM Newsletters. Professional Development - AIIMs industry education road map offers business and government professionals a variety of training opportunities. Our ECM & ERM Certificate Programs provide instruction on the Why?,What?, and How? of Enterprise Content Management and Electronic Records Management via Web-based and/or classroom courses. Peer Networking - Through chapters, networking groups, programs, partnerships, and the Web, AIIM creates opportunities that allow users, suppliers, consultants, and the channel to engage and connect with one another. Industry Advocacy - As an ANSI (American National Standards Institute) accredited standards development organisation, AIIM acts as the voice of the ECM industry in key standards organisations, with the media, and with government decision-makers. Our Industry Watch research reports provide intelligent information about user trends and perceptions.

Capture

Why ERM?
ERM Strategic workshop - 1 day executive awareness workshop
The Strategic workshop provides a clear overview and explanation of ERM and its key components in order to set the scene for the detailed examination of important concepts and actual implementations. It provides you the knowledge and tools to gain ownership and support by senior executives and users.

Why ECM?
ECM Strategic workshop - 1 day executive awareness workshop
The Strategic workshop provides a clear overview and explanation of ECM and its key components in order to set the scene for the detailed examination of important concepts and actual implementations. It provides you the knowledge and tools to gain ownership and support by senior executives and users.

AIIM Roadshow 2007 Tame the information beast

30 Apr-4 May 2007 Edinburgh, Manchester, Birmingham, Reading, London. Visit: www.aiimroadshow.org.uk

- setting the scene for

ECM
Benefits of Capture
Reduced filing/storage costs Reduce distribution costs Protect/control information Improve access to information Comply with regulatory requirement Improve customer service

What is ERM?
ERM Practitioner - 17 online modules or 2 day training class
The ERM Practitioner Certificate Program covers the main concepts of ERM, such as classification scheme, controls & security, retention & disposal, and metadata.

What is ECM
ECM Practitioner - 13 online modules or 2 day training class
The ECM Practitioner program covers the information lifecycle and related concepts such as electronic document management, collaboration, business process management, and electronic records management

Info Ireland 2007

Ireland's only Information Management event. 18th and 19th September 2007 The Burlington Hotel, Dublin Visit: www.infoireland.net

The first step in managing your content is getting it into your IT infrastructure.While many internal company documents are born digital, and remain, digital throughout the lifecycle organisations still need to ingest a tremendous amount of paper-based communications from outside. Cheques, invoices, application forms, customer letters, etc. all need to be turned into digital form for insertion into an electronic workflow or directly into storage. Capturing documents puts them in motion and enables the information contained in those documents to be acted upon.While we predominantly refer to the capture as the digitising of paper documents, capture can also mean ingesting electronic files (emails, forms, etc.) into your information management environment. As with any ECM technology, properly implementing capture tools requires a great deal of upfront work and planning. Its not as easy as dropping paper into you desktop scanner and creating a PDF. Will you capture your documents in a centralised location? What kinds of documents will you be imaging and for what business reason? Do you have a high-volume of paper to convert? The answers to these and many other questions will determine what you need.

How to Implement ERM

ERM Specialist - 12 online modules or 2 day training class
The ERM Specialist Certificate Program covers global best practices to implement ERM, such as project planning, defining business requirements, developing the business case and implementation plan including change management.

How to Implement ECM

ECM Specialist - 12 online modules or 2 day training class
The ECM Specialist program covers the implementation and related processes such as analysing business requirements, developing a business case, and planning the implementation including change management.

AIIM Europe

Putting it all T ogether

ERM Master - 4 day training class
The ERM Master Certificate Program comprises main elements from the above strategic workshop and certificate programs in addition to a case study exercise. The course provides complete coverage of records management in the electronic environment for professionals working in both the public and private sector.

Putting it all T ogether

ECM Master - 4 day training class
The ECM Master Certificate Program comprises main elements from the above strategic workshop and certificate programs in addition to a case study exercise. The course provides complete coverage of enterprise content management for professionals working in both the public and private sector.

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